Executive and Marketing Assistant

We are Pierre Fabre Laboratories a global leader combining pharmaceutical expertise with dermo-cosmetics to support consumers and patients at every stage of their care journey.
Our portfolio includes several medical franchises and international brands such as Eau Thermale Avène Ducray A-Derma Klorane René Furterer and Pierre Fabre Oral Care.
By joining us you become part of a meaningful company where the human dimension is essential. You become a participant in the We Care Movement a movement that values excellence and innovation within passionate teams. Together we push the boundaries of science to unite health and beauty for the benefit of all because Every time we care for a single person we make the whole world better.

Present in 120 countries with a team of over 10000 employees we are proud to create a scientific and human impact today and tomorrow! If caring is at the heart of your values join Pierre Fabre Laboratories and become a key player in the We Care Movement.

MISSION

RESPONSABILITIES

Executive & Leadership Team Support

• Coordinate Leadership Team (CODIR) meetings including scheduling agenda preparation meeting logistics minutes and follow-up on action items.
• Manage the General Managers calendar scheduling and meeting coordination.
• Organize and facilitate corporate visits and internal events.
• Coordinate business travel arrangements through Egencia including flights accommodations and itineraries.
• Support the implementation and adherence to internal communication policies.

Sales Documentation & Logistics Management

• Prepare and coordinate launch documentation and promotional order forms for all brands including internal BDC and banner promotional orders.
• Manage the creation and maintenance of product and promotional tool codes for all brands.
• Prepare regulatory and compliance documentation including worksheets labeling files and related materials.
• Coordinate production requests (feuille de travail) related to promotions and product requirements.
• Ensure the accuracy and timely completion of documentation required for product launches and promotional activities.

Marketing Support

• Provide administrative support to Brand Activation Managers (BAMs) across all brands.
• Coordinate coupon creation processes with external partners including Redemco.
• Support marketing initiatives through project coordination and administrative follow-up.
• Assist in the preparation and organization of marketing materials and promotional tools.

Procurement & Invoice Management

• Submit vendor creation requests and maintain supplier information within internal systems.
• Create and manage Purchase Requisitions (PRs) and Purchase Orders (POs) for the Marketing Department.
• Process marketing digital and agency invoices in accordance with company procedures.
• Coordinate closely with Finance and Accounting teams to ensure timely invoice approval and payment.
• Support the implementation and ongoing management of procurement processes including ARIBA.

Office Coordination

• Manage inventory and organization of product storage cabinets and sample inventories for all brands.
• Coordinate office supply purchasing and inventory management.
• Support logistics for internal meetings events and office operations.
• Maintain an organized efficient and professional office environment

KEY COLLABORATIONS

This role works closely with:

• General Manager
• Leadership Team
• Marketing Department
• Sales Department
• Operations Department
• Finance & Accounting Department
• External suppliers agencies and service providers

KEY SKILLS

Education

• College diploma or university degree in Business Administration Marketing Office Administration Communications or a related field.
• Additional training in administrative management project coordination procurement or business operations is considered an asset.

Experience

• Minimum of 3 years of experience in an Executive Assistant Administrative Coordinator Administrative Associate or similar role.
• Experience supporting senior leadership teams is preferred.
• Experience with procurement invoicing and vendor management processes is an asset.
• Experience in the pharmaceutical healthcare consumer goods beauty or dermocosmetics industry is preferred.

Languages

• Fluent in English and French (written and spoken).

Computer Skills

• Advanced proficiency in Microsoft Office Suite (Outlook Excel PowerPoint Word).
• Experience with SAP ARIBA Egencia or similar business systems is an asset.

Soft Skills Required for Success

• Exceptional Organizational & Time Management Skills Ability to manage multiple priorities deadlines meetings and projects simultaneously while maintaining accuracy and attention to detail.
• Strong Communication & Interpersonal Skills Ability to communicate effectively and professionally with senior leaders cross-functional teams external partners and visitors in both English and French.
• Proactive & Solution-Oriented Mindset Ability to anticipate needs take initiative solve problems independently and adapt quickly in a fast-paced environment.

At Pierre Fabre Laboratories we believe that our greatest asset is our people.

We are committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee based on race color religion creed national origin or ancestry sex sexual orientation gender identity or expression age physical or mental disability veteran or military status genetic information or any other legally recognized protected basis under federal state or local law. The information collected by this application is solely to determine suitability for employment verify identify and maintain employment statistics on applicants. Applicants with disabilities may be entitled to reasonable accommodation under the Americans with Disabilities Act and certain state or local laws. Please inform the companys personnel representative if you need assistance completing this application or to otherwise participate in the application process. Thus we commit to considering all applications equally without fail.